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| System user's (Administrative and Business Users) sample invitation email - Smart Onboarding & Smart I-9/E-Verify products |
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- Create your User ID and Password.
- Verify that the Email ID and/or Telephone number on file are correct.
- Create an e-PIN, which needs to be a 5 character (alpha numeric) code
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Create an Account
Create your User ID and Password on the Create an Account page. This step is mandatory for all Smart Onboarding users.
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| Field | Behavior |
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| User ID |
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| Password |
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| Confirm Password |
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| Password Rules |
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| Next |
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Verify Contact Info
The next step is to verify your email address/telephone number on the Verify Contact Info page. Completing this step is mandatory for the initial System Administrator of the organization, whereas for other users and New Hires, this step will show up only if Two Factor authentication is enabled in Authentication Preferences. The email address/telephone number entered on the user invitation will be considered for contact verification. Later on, the user can update this contact information through their "My Profile" page.
The verification option(s) displaying on this page depends on the country code of the user's telephone number (considered from user's profile information) and the value of "Delivery Method" selected for Two Factor authentication in Authentication Preferences.
Note: By default, the system is delivered with "Enable Two Factor" option checked and "Email" option selected in the Delivery Method drop down in Authentication Preferences. The initial System Administrator will have the default setup when verifying their contact information. After the organization is created, the initial System Administrator can alter these values, based on how they want to setup the authentication for verifying the users identity.
If the user's telephone contact is from USA (country code equal to "001")
then the "Delivery Method" selected for Two Factor authentication in Authentication Preferences will determine the the Email/Telephone option(s) displaying on the Verify Contact Info page.
If "E-Mail" is the Delivery Method in Authentication Preferences, then the Verify Contact Info page will show only the "Email" option.
| Authentication Preferences - Two Factor Delivery Method = "E-Mail" |
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A sample email sent to users with verification code is given below.
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If the user is the initial System Administrator the following email will be sent to the user (until the Organization is active):
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Enter the verification code sent in the email and click "Verify". For subsequent user logins, this step will show up only if the Two Factor authentication is enabled in Authentication Preferences.
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If you did not receive the verification code, you can click "Resend Verification Code" to have another code sent. If you click this, the original code is no longer valid.
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Click on "Send Verification Code" below Telephone.
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A text message containing a verification code will be sent to your telephone number.
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Enter verification code sent to your telephone number and click "Verify".
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If the verification code is correct, the telephone number is successfully verified.
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If you did not receive the verification code, you can click "Resend Verification Code" to have another code sent. If you click this, the original verification code is no longer valid.
Once you have verified both Email and Telephone you can click "Next" to go to the last step.
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Setup e-PIN
The final step is to create an e-PIN on the Setup e-PIN page. Completing this step is mandatory for the initial System Administrator of the organization, whereas for other users and new hires, this step will show up only if e-PIN is enabled in Authentication Preferences.
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If no e-PIN/confirm e-PIN is entered, the following message will display when you click on "Register Now" button.
| When e-PIN is not entered |
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| When Confirm e-PIN field is not entered |
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If the value entered in "Confirm e-PIN" field doesn't match with the e-PIN, the error message displays as below.
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After entering the e-PIN fields click on "Register Now" to complete the registration.
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| Field | Behavior |
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| e-PIN |
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| Confirm e-PIN |
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| e-PIN Rules |
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| Back |
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| Register Now |
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Step 1: Verification via Email and/or Telephone
This will be asked only if Two Factor authentication is enabled in Authentication Preferences.
The Email and/or Telephone verification options displaying on this page is based on the country code of the user's telephone number (considered from user's profile information) and the "Delivery Method" selected for Two Factor authentication in the Authentication Preferences. For more details on Authentication Preferences, please click here.
If the user's telephone contact is from USA (country code equal to "001")
the "Delivery Method" selected for Two Factor authentication in Authentication Preferences will determine the Email/Telephone option(s) displaying on the Verification page.
If "E-Mail" is selected as the delivery method for two factor authentication in Authentication Preferences setup, the users will be presented only their email contact during the verification process.
| Authentication Preferences - Two factor Delivery Method = "E-Mail" |
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Can a New Hire have multiple invitations?
New Hires can receive more than one invitation to onboarding, if they have expressed interest in more than one position or are working with more than one recruiter or HR Specialist. If they don't want to create separate User IDs for each invitation, they can use the same User ID to work with different invitations.
How do you associate existing User ID with a new invitation?
You can associate your User ID with multiple invitations only if "Allow same user account for multiple invitations" option is checked in the Authentication Preferences setup. For more details, please click here.
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By clicking on the Invitation ID link, you can access that specific invitation process.
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Linking multiple invitations through Invitation Personalization:
Another option to link invitation(s) to your existing User ID is through "Invitation Personalization". Click on "Invitation Personalization" option under "My Account" in the menu navigation on the left.
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The page will display the list of all invitations associated with your User ID. Click on the "Link Invitation" link.
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A popup window opens as shown below.
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In the popup page, enter the code provided in the new invitation email, check reCAPTCHA and click on "Link" button.
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If reCAPTCHA is not checked the following error message displays on the page.
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If the invitation code entered is incorrect, the invalid code message displays as below.
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If your code has been accepted, the below message will be displayed. To access the invitation added, you must log out and login again. Click OK on the message.
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After logging in, the newly added invitation shows in the list as shown below. Click on the Invitation ID to select the invitation that you want to work with.
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Anchor multipleinvitations multipleinvitations
When multiple invitations option is disabled in Authentication Preferences
If "Allow same user account for multiple invitations" option is not checked in Authentication Preferences, then adding the invitation(s) to the same user account is not allowed.
In this case, when you click on the "Continue" link in the new invitation email (which needs to be linked) and login into your existing account, you will not see the new invitation added in the linked invitation(s) list.
After login, the home page will show up if no linked invitations exist or will display the list of linked invitations associated with your User ID (if any).
| Authentication Preferences |
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In case if you are linking the invitations through Invitation Personalization, then the following error message displays when "Link Invitation" link is clicked on the Invitation Personalization page.
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How do you select which invitation to use in your session?
If you have more than one invitation associated with your User ID, you will see them listed in the invitation selection page. You must select one invitation that you want to work with and continue your onboarding process.
To select the invitation, you must click on the Invitation ID link.
But before clicking the Invitation ID link, you can set an invitation as the default, and/or add names to the invitations.
| Invitation Selection Page |
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How do you distinguish the invitations?
You can distinguish the invitations by adding different names to them. It is not required to do this but adding names would make it easy to identify the different invitations. Before clicking on the Invitation ID, you can enter Invitation Name for each one.
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How do you set a default invitation to be used for future logins?
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Can you switch between invitations after you have logged in?
After you log in, if there are multiple invitations associated with your User ID, you will see an icon at the top of your Homepage.
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Clicking on the drop down icon will show a list of the invitation(s) that are associated with your User ID, other than the one that is currently in use.
Click on an invitation in the list to switch to using that Invitation.
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How do you change invitation names and defaults after you have logged in?
After you login, you can access the multiple invitations setup page from the Menu icon. Click on Invitation Personalization.
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